Transcript Kickoff Meeting Presentation
Carnegie Mellon
Sponsored Programs and Research Compliance System (SPARCS) Kick-Off Meeting
March 6, 2013 Presenters: Ann Mathias, Office of Research Integrity and Compliance Jeff Abels, Office of Sponsored Programs Krishna Meringenti, Computing Services
SPARCS
S
ponsored
P
rograms
A
nd
R
esearch
C
ompliance
S
ystem
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Agenda
-Background -SPEX Limitations -Opportunities -Scope & Objectives -Survey Results -Governance Model -Project Timeline -System Requirements -Vendor Shortlist -Stakeholder Participation
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Background
Sponsored programs activities
account for approximately 37 percent of
CMU’s fiscal year
2013 revenue
.
Sponsored Projects Exchange
(SPEX)
currently
supports
Carnegie Mellon University’s
sponsored programs activities
including: proposal development and submission, award management, and some research compliance activities.
The
technology utilized by the federal government
for grant/contract proposal, award, compliance and reporting is considerably
more sophisticated than the current SPEX system
.
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SPEX Limitations
Functional
• Lacks S2S Submissions • Electronic Routing • Module Cross Validation
Compliance
• Limited IRB • Limited IACUC • No FCOI • No Export • No Tracking of Training
Efficiency
• Access & Reporting • Communications • CMU System Integration
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Opportunities
A new system will afford CMU many opportunities: ° Re-engineer current business processes ° Improve process efficiencies ° Meet and keep pace with regulatory requirements ° Improve communication with the research community.
° Incorporate new technologies
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Project Phases
Discovery Phase: January 2013 – June 2013 Implementation Phase: July 2013 – June 2015 Today’s focus on Discovery Phase
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Discovery Phase Scope & Objectives
This project is intended to develop an integrated system that supports CMU’s sponsored program functions.
° Establish a project governance structure ° Solicit input from business and technical stakeholders ° Develop a requirements document based on input from stakeholders ° Draft a formal Request for Proposal (RFP) document.
° Identify, evaluate and select a solution that fits CMU’s unique requirements.
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Discovery Phase Scope & Objectives
, continued
° Identify the necessary resources.
° Outline a secure and trusted IT environment that fosters collaboration.
° Address integrations with the Oracle Financial system, HRIS Workday system, and other CMU systems. ° Complete Discovery Phase by June 30, 2013
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Survey
Purpose ° Solicit input from users ° Solicit volunteers Early February 2013 survey sent to multiple distribution lists
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Survey Respondents
OSP/ORIC Staff Member 17% SPA Staff Member 3% Central Admin Manager/Staff 3% Survey Participants (96) Dept/School Business Manager 31% Faculty Member 27% Dept/School Research Administration Manager/Staff 19% Carnegie Mellon
I think the following research administration functions are important and should be included in a new system: Carnegie Mellon
Some systems are difficult and/or costly to modify to match current university practices and processes. In choosing a new system we should:
Only consider systems that can be modified to match how we do things today; 17% Consider systems that work well but require changes to our process; 83%
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Discovery Phase Committee Structure
Research Compliance (RC) Leadership Committee
PSC, OSP, ORIC, and Campus Stakeholders
Executive Steering Committee (ESC)
Dave Dzombak Steve Huth Lynn Young Ann Mathias Jeff Abels Krishna Meringenti
Project Steering Committee (PSC)
Ann Mathias– ORIC Jeff Abels – OSP Krishna Meringenti - CS
Pre-Award (PA) Leadership Committee
PSC , OSP, ORIC, and Campus Stakeholders
System and Reporting (SR) Leadership Committee
PSC, OSP, ORIC, Computing Services, Financial Systems, and Campus Stakeholders
Infrastructure (I) Leadership Committee
PSC, Computing Services(ISO,SAIS,AC, Architecture, Contract) Campus Stakeholders
RC Project Team Committee
PSC, ORIC, OSP, Business Managers, Researchers
PA Project Team Committee
PSC, ORIC, OSP, Business Managers, Researchers
SR Project Team Committee
PSC, ORIC, OSP, FS, SPA, Business Managers, Researchers
I Project Team Committee
PSC, Computing Services(ISO,SAIS,AC, Architecture, Contract, PPMO) Campus Stakeholders
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Project Time Line
Governance Model High Level Requirements RFPs & Demos Select Solution Pass Two Test & Validate Analysis Feb 2013 June 2013 Design Pass Three Development Go Live Go-Live Validation Go-Live June 2015 Carnegie Mellon
Project Assumptions
Functional Requirements
• Proposal & Budget Development • S2S submission • Electronic Routing • Award Management • Negotiations & Reporting • Research Compliance
Infrastructure Requirements
• End User Security and Data Entry Audit • Integrate with other CMU enterprise systems • Access to CMU’s USA and Global Campuses • Secure Document Mgmt
Vendors
• Click Commerce • Evisions (Cayeuse) • Kuali Coeus • InfoEd • IMedRIS
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Stakeholder Participation
System stakeholder participation is vital to successful select and deploy SPARCS.
Stakeholders will be solicited to participate in: ° Discovery Phase • • Requirements Gathering Committee Meetings Vendor Demo and Analysis ° Implementation Phase • Project Committee Meetings • Testing
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Reminders
Functional Requirement Gathering Meetings will be held: ° Tuesday March 12 th , UC Rangos 1 & 2, 1:00-2:30pm ° Thursday March 14 th , UC Rangos 1 & 2, 1:00-2:30pm ° Topics covered will be proposal development, budget development, award, negotiations, research compliance, reporting, and system integration.
Technical Requirement Gathering Meeting ° Wednesday March 13 th , 4pm
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Reminders,
(continued)
Vendor Demos are planned for April 2013 Please make sure to put your name on the sign-in sheet
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Comments & Questions
?
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Contact Us
The SPARCS Project Team: Ann Mathias, Office of Regulatory Integrity and Compliance Jeff Abels, Office of Sponsored Programs Krishna Meringenti, Computing Services The SPARCS Project Team e-mail: [email protected]
SPARCS website coming soon
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Modules
Proposal and Budgeting Award & Subaward Negotiations & Tracking IRB IACUC COI Reporting & Communication rDNA (outside original scope)
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Vendors Selected
Selected based on modules available Experience within the market segment Top solutions utilized by peer institutions
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